HomeMy WebLinkAbout016- Western Art AssociationLT-2020-016-WESTERN ART ASSOCIATION
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WESTERN ART ASSOCIATION
This Contract,effective January 1,2020 is made and entered into by and between KITTITAS
COUNTY ("County"),a subdivision of the State of Washington,and WESTERN ART ASSOCIATION
("Contractor"),for the 2020 National Fine Art Show and Auction ("Event").
WHEREAS,the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE,in consideration of the terms and conditions contained herein,or
attached and incorporated and made a part hereof,the County and the Contractor mutually agree
as follows:
Section 1.Scope of Work.
a.Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the
following as required to perform the services,described in Paragraph (a)above,in
accordance with this Agreement:Personnel,labor and supervision;technical,professional
and other services.All such services,property and other items furnished or required to be
furnished,together with all other obligations performed,or required to be performed,by
Contractor under this Agreement are collectively referred to herein as "Services."
c.Contractor shall commence,perform and complete such Services in accordance with Exhibit
"B"which is attached hereto and incorporated herein by this reference.
Section 2.Payment.
a.As full compensation for satisfactory performance of the Contractor's Services,the County
agrees to pay Contractor the sum of four thousand nine hundred forty two dollars ($4,942)
(Kittitas Co.lodging tax funding).
b.Additional payment terms:The County will make payment to the Contractor only on a
reimbursement basis,as receipts/invoices for any items including marketing and/or
advertising are submitted to the County,not to exceed the sum of four thousand nine
hundred forty two dollars ($4,942)(Kittitas Co.lodging tax funding).
c.Services/Expensesthat are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021after this date funds lapse.
d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
Ellensburg,WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-016-WESTERN ART ASSOCIATION
auditorsaccounting co.kittitas.wa.us
e.Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f.Contractor is eligible to claim reimbursement for the following items and amounts only:
•Marketing Only
o Radio,TV,online,and print advertising
o Newspaper and magazine advertising
o Direct mail
o Flyers and poster
g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):No facility rentals.
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference.Contractor agrees to obtain all required licenses and permits,
2020 County Lodging Tax Funding Agreement Page 2
LT-2020-016-WESTERN ART ASSOCIATION
and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
sex,marital status,or the presence of a physical,sensory,or mental handicap.
e.The Services shall at all times be subject to inspection by and approval of the County,but
the County's making (or failure or delay in making)such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's knowledge of defective or non-complying
performance,or the substantiality or ease of discovering the same.Contractor shall provide
the County with sufficient,safe,and proper facilities and equipment for such inspection and
free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or its designee,or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine,audit and copy,with or without notice)all of Contractor's books,documents,
papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,Indemnity,and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
any governmental authority;or
•Any breach of or default under this Agreement by Contractor.
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-016-WESTERN ART ASSOCIATION
Section 5.Compliance with Public Records Law.
a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e.Where insurance is requested by the County,all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
2020 County Lodging Tax Funding Agreement Page 4
LT-2020-016-WESTERN ART ASSOCIATION
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5"'Ave.Ste.108,EIIensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
2020 County Lodging Tax Funding Agreement Page 5
LT-2020-016-WESTERN ART ASSOCIATION
violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severable.
h.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreernent Page 6
EXHIBIT "A"
CLTAC:Application for Lodging Tax Grant Fundingi
Grant Application Od you attend the Grant Apdication Workshop -2019 hosted by the Kittitas Ebunty Chanter of Œrmerce?
Workshop -2019 C Yes
G No
Submittal Instructions E Yes,
&General I have read and understand Subrittal Instructions and General Inforrmtion for the 2019 Lodging Tax Grant Funding
Information *Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work,then copy and paste the information into the form.You may also save a draft by selecting
the button at the bottom of this page.When you do this you will be logged out and must log back in to continue.In order
to save a draft you will need to provide an email address and a password.After completing the save draft,you will be
redirected to landing page containing a link to log back into the form.We suggest you save this link as a bookmark.The
link will also be sent to you in an email.
Organization Information
Name of Organization *Western Art Association
Organization Address*street Address
416 N Pearl St
Address Line 2
Oty State /R ovince /Fogion
EIIensburg WA
Fostal /Zip Ebde Gauntry
98926 001
Website www.westernartassociation.org
Federal Tax ID
#*91-0936987
UBI #*601-084-786
Organization is
a:*C Government Entity
501(c)3
O 501(c)4
O 501(c)6
C Other
(Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of IRS Determination letter of Oct 1977.pdf 316.89KB
Organization Status Acceptablefileforrrets include:JFU RJForllFF.
Contact Information
First Name*JoAnn
Last Name*Wise
Phone Number*509-962-2934
Email*waa@fairpoint.net
Project or Event Information
Project/Event Name*National Fine Art Showand Auction
Event Dates
Please provide any specific dates,or range of dates,on which your event or project will be held.You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*End Dates
5/15/2020 5/17/2020
Project/Event Kittitas Valley Event Center
Location *
New or Ongoing G Ongoing Project/Event (More than four years in existence)
Project/Event?C New Project/Event (Four or fewer years in existence)
Amount of Funding $6611.00
Requested *
If you selected "Ongoing Roject/Event"above this arount rmy not exceed 10%of the total expense budget of this
project.
Funding Request Max 6,611
Tourism Seasons *Frornthe list below,what season will your prqect enhance tourisni?Select any which apply.
E Year-round (January -December)
E Off Season (November -February)
2 Shoulder Season (October or March -May)
E High Season (June -September)
Application Questions:Part 1
Please answer each question completely,in the order listed.Please include any supporting data within the
response narrative.
¶Project/Event Description
Please provide a description of your projectlevent and identify the specific tourism audiencelmarket that your
organization will target with these funds.You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:Question 1 answer
Project/Event
Description*The 48th"National Fine Art Showand Auction,presented by the Western Art
Association is a three day annual event and always the third weekend in May at the
Kittitas Valley Event Center.2020 dates are May 15,16 and 17.When the doors
open at 10:00am Friday morning the artists exhibit booths will be filled original
artworks in all media.There is no admission charge for the weekend.Our Friday
and Saturday evening "Quick Draws"are popular eventf with 20+artists who in one
hour create an artwork and have it ready for the live auction which follows.It's an
opportunity for visitors and collectors to talk to the artists while they are working
and view up close what is being created for the auctions..During the day about half
the artists are working on demonstration artwork in their booth.These artworks will
be auctioned following the Saturday Quick Draw.Tner.There is no charge for the
Friday and Saturday auctions.The targeted tourism audiencelmarket is the
collector of quality fine art who resides in the western Region of our country.
Television,radio,social media,online,all print advertising including magazine and
newspaper,direct mail and posters are the methods used to contact this market.
This event ranks #3 in continuous operation out-ranked only by the Ellensburg
Rodeo and the Kittitas County Fair.
r
T
2500 character lirrit
List of Intended Use of Funds*
Facility Rents
Radio advertising
Television advertising
Direct Mail
Newspaper &Magazine advertisint
Online Advertising
Print Advertising
Flyers and Posters
2|Projections of Increased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a trip:
1.Away from their place of residence or business and staying overnight in paid accommodations;
2.To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3.or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1:1.Away fromtheir place of residence or business and staying overnight in paid accorrrmdations;
Projection Question 2
Lodging Tax funds will help increase attendance by providing more advertising
coverage in areas over 50 miles of travel from Ellensburg
Basing our information on the recent past events through ticket sales,auction
sales,artists sales,independent surveys,survey by artists and greeters we
conclude that over 50%of our attendees travel more than 50 miles from their home
or place of business.
2500 character lirrit
Response 2.1:Evidence of attendance is based on sales;tickets,auction art buyers,artist'sEvidence*surveys,and our surveys.Many of our guests are returnees and we knowwhere
they reside.Buyers complete bid cards with personal information (addresses,
phone,email,etc.)Of the total estimate of travelers (50-55%)we know that 30-35%
(from above information)will stay at least one night in paid accommodations.
2.1 Evidence
2500 character lirrit
Response 2.2:2.To a place fifty rriles or rrore away fromtheir place of residence or business for the day or staying overnight;
Projection Estimate for projection of travel from a place 50 miles or more away from
home/business spending the day or staying overnight is approximately 500.
2500 character linit
Response 2.2:2.2 EvidenceEvidence*This projection is based on the total projected attendance and past history of event
attendance.
2500 character lirrit
Response 2.3:3.or fromanother country or state outside of their ¢ace of residence or business.
Projection Attendees from another country or state outside of their place of home/business
estimated tp be 40.We have artists and visitors from our western region and
neighboring country,Canada.
2500 character lirrit
Response 2.3:As stated above,we know that 30-35%of our artists are from out of statelcountryEvidence*and our visitor information is based on our knowledge of our buyers and guests.
2500 character linit
Application Questions:Part 2
3|Measuring Results
What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the
following information:
A.Is your project/event year-round or is it seasonal or date-specific?Go to definitions of terms.
B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:v\hat tools will you use to rmasure your event's iripact on tourism?Rease be specific and provide exarrples.
Measuring Results Measuring the impact our event has on tourism uses the following tools;ticket
sales,auction sales,sales by artists from their booths,surveys by artists,greeters
at the show,and CWU tourism students.
For 2020 we understand that all events using lodging taxfunds will be given a short
set of survey questions created by the committee to be completed by visitors to
events.This survey was not available in 2019 and should If it is not being used this
year we will continue with our questionnaire asking that they be completed and
retuned to a greeter for entry in a drawing to be held on Sunday,need not be
present to win.
2500 character lirrit
Response 3 A:A.Ls your projectlevent year-round or is it seasonal or date-specific?
Measuring Results O Year Round C Seasonal R Date Specific
Your selection here should be supponed by the dates you provided above,in the FVaject or Event Inforrmtion section.
Response 3 B:B.What strategies will you errploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results Over 70%of our direct mail lists are addresses outside of Kittitas County and over
50 miles travel distance (one way).Our TV commercial covers areas in
Washington,Oregon and Idaho.Magazine ads,i.e.:Western Art Collector,Art of
the West,True West are received directly from the publisher via subscription
mailings
2500 character lirrit
Response 3 C:c.v\tiat strategies will you use to assist in rrerketing all of Kittitas Ebunty as a tourist destination with your
Measuring Results*event/projectfundingrequest?
We advertise locally following the seven day rule.The direct mailing we send
includes other things to do in Kittitas County such as golf,hiking,fishing,other
events during the year.Our website links to other organizations for further
information.The two logos,My.Ellensburg and Live Life in Color logos are on all
our mailings,rack cards,TV commercial,newspapers,magazine ads,online and
social media and website.
2500 character lirrit
Application Questions:Part 3
4|Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboration*WAA has and will continue to expand our partnerships within the tourism industry in
Kittitas County.We have obtained reduced room rates in exchange for advertising
the business and placing their logo on our promotional materials.
The Ellensburg Rodeo Royal Court appears at our Friday Quick Draw and Auction
evenj year to assists in carrying the artwork for display to the audience,collecting
buyer signatures and in spare time informing guests of the duties and royal court
life and the EIIensburg Rodeo.We support the FBLA students of Ellensburg High
School by enlisting their club members in displaying the artworks during the
Saturday auction
Each year we offer thre local events,Clymer Museum and Gallery,the Ellensburg
Rodeo Hall of Fame and Spirt of the West Cowboy Gathering the opportunity to
have complimentary display booths at the showto help promote their events.
Western Art Association provides the auction staff for the EIIensburg Rodeo Hall of
Fame Banquet and Auction as well as supporting the Clymer Museum annual
event.We support the Kittitas County Fair Fine Arts division by selecting and
supplying the "Best of Show"awards for artists in professional and amateur
classifications.We have participated in the EDA's downtown Halloween candy
distribution
2500 character lirrit
5|Future Plans
Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket
sales,event sponsors,and other cost-recovery models.
Future Plans*In order to have a self-sustaining event we must increase revenue.We have
reduced our expense budget and directing as much as possible to promoting the
event through advertising.More and improved advertising will increase attendance
and income.The following steps will be taken to aid this effod:
•write additional grant funding requests such as the City of Ellensburg Arts
Commission Funds
·sell more booth space by attracting more artists,
•seek more sponsorships and donations,
•continue to court residents of certain demographics
•add new features within our event such as the addition of entertainment prior to
the Saturday auction
·we are considering increasing the commission fees as we are below the industry
average
·reinforce our volunteer base and obtain helpers who will do specific jobs such as
the social media and online portion of advertising.
2500 character lirrit
Application Questions:Part 4
6|Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional Information May is an exceptional month to be in the Kittitas.Our event,held right in the middle
of the month,is a three day event which draws artists,art lovers,buyers and
collectors to our area for what we call "an "artful weekend".Our artists are primarily
from Montana,Wyoming,Colorado,Idaho,Oregon,British Columbia and our home
state of Washington.We knowour county is blessed with many talented residents
thereby helping to make all our residents aware of the enjoyment of quality original
artworks.Where better to pursue this pleasure than spending a few hours at the
National Fine Art Show and Auction in our beautiful Kittitas County.There is art in
nearly every media and style and a group of artists who are always happy to
discuss their art with a viewer.Our mission is to encourage interest in our heritage
by promoting the ad and artifacts that tell the history of settling the west.
2500 character lirrit
Supporting Documents You rrey upload any supporting docurrents such as graphs,images,diagram,rrerketing rmterials,etc.
You are allowed to subrTit up to 3 single page (LJS Letter)docurrents in JFO FDF ar llFFforrret
7|Previous Lodging Tax Grant Information
Previous Years Ebs your event received Lodging Tax funds in previous years?
Awarded Lodging Tax C No,this evenl/project has not previously received Lodging Tax Funding.
Grants C Yes,1 year previous
C Yes,2 years previous
O Yes,3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*Projected*
980 1,050
How many days did/will your event occur?
Prior Year Projected
3 3
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year Projected*
290 300
Paid Overnights'Data Support
Explain how the room nights data above from the prior year was collected and howthe projection for the next year is
derived.(For example,if there wras a survey conducted for the prior year,e×plain the methodology.For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid Data based on surveys,contacting hotellmotel facility,artists information and
Overnight's Stay auctions.We are basing our projection on new methods of advertising andResponse*continuing some of the standard ads,researching demographics where buyers
would be residing,the ever increasing numbers of people traveling,staying in
contact with our steady base of collectors.
2500 character Ordt.
Prior Year Paid in addition to field above,you rray upload the evidence to support the prior years'roon1night information.
Overnight Stay Data You rrey upload up to three single pages (US Letter),of infornation,If you a single multi-page docurrent,oly thefirst
three pages will be considered.the following formts,will be accepted:JFG,R]For IlFF
Application Questions:Part 5
8|Funding
Does your organization have,or have you applied for,grant funding from other sources?If not,why not?If yes,please
list the funding you have for the project,including any volunteer and in-kind sources in Question 9|Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *es your organization have,or have you applied for funding fromother sources?
C Yes €No
Explanation *
If not,why not?
Finding other funding is a difficult process and requires many hours of volunteer
time which is very difficult to find considering the knowledge one must possess to
do this job.
2500 character lirrit
Funding Shortfalls*VWatchangeswouldoccuriftheprojectcouldn'tbefunded?
The advertising budget would be severely reduced if we did not receive funding.
Without advertising the show cannot continue.
2500 character lirrit.
Matching Funds 997.28
Percentage %
[his field w ill auto fill with the correct percentage based on your input to budget section below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to theprojectleventforwhichyouarerequestingfundingandadherestothebasicbudgetformatshownbelow.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projects/events which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to allowan adequate level of flexibility for all applicants,not all fields in the budget portion are
required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairmd in-Wnd contributions valued at $500 or rrore and related to rmrketing/advertising,you rrust subröt
Contributions verifying docurrentation which assures the contribution wil be provided.
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $8,500.00 $7,580.00 $7,810.00 $6,611.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Auction Sales $48737.00 $41913.00 $34132.00 $50000.00
Exhibit Booths $16560.00 $14400.00 $12000.00 $14000.00
Ticket Sales $2221.00 $1050.00 $0.00 $0.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Luft Trailer Sales $200.00 $200.00 $200.00 $200.00
KXLE $300.00 $290.00 $480.00 $480.00
Abbotts Printing $450.00 $450.00 $450.00 $450.00
Coca Cola $50.00 $60.00 $400.00 $400.00
Daily Record $0.00 $0.00 $100.00 $100.00
Grueter Cattle Co $0.00 $0.00 $0.00 $300.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 1,326 2,366 2,413 2,505
Evidence of Volunteer Rease upload a single file which offers evidence in support of the pro|ected volunteer hours.Contributions*
2020 Volunteer Hours.pdf 202.41KB
Calculated Value of $59,017.80
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $77018.00 $65943.00 $55572.00 $131558.80
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Advertising $20200.00 $17650.00 $13255.00 $22000.00
Auctioneer $2600.00 $450.00 $450.00 $450.00
Awards $275.00 $255.00 $422.00 $400.00
Catering $3400.00 $2578.00 $1151.00 $1200.00
Consigned Art $27950.00 $24298.00 $14583.00 $20000.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Contributions $1500.00 $1000.00 $250.00 $500.00
Framing $199.00 $384.00 $260.00 $400.00
Misc Show Supplies $458.00 $216.00 $323.00 $300.00
Seccurity $1680.00 $960.00 $960.00 $960.00
Venue Rent &Setup $6775.00 $6100.00 $7488.00 $5000.00
Auction Exp Othr $617.00 $491.00 $510.00 $750.00
Insurance $2049.00 $2148.00 $2267.00 $2250.00
IlC.&fEES $242.00 $297.00 $299.00 $300.00
Office Exp $6704.00 $7860.00 $6968.00 $7000.00
Credit Card Fees $2775.00 $2295.00 $1920.00 $1500.00
Professional $799.00 $799.00 $936.00 $800.00
Services
Repair &Maint.$410.00 $650.00 $645.00 $650.00
Taxes $147.00 $119.00 $328.00 $150.00
Internet/Telephone $1247.00 $1367.00 $1416.00 $1500.00
$0.00 $0.00 $0.00 $0.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $80027.00 $69917.00 $54431.00 $66110.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$-3009.00 $-3974.00 $1141.00 $65448.80
Application Certification
The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising
from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other
person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion,military status,sexual
orientation,creed,place of birth,or disability,2.That it will abide by all relevant local,state and federal laws and
regulations and,3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
Name*JjoAnn Wise
Applicant's Title *Director
internal Revenue Service Department of the Treasury'-District Director
P.O.Box 21224Sëattle,WA 98111
Date:ggi 'l 8
Our Letter Deted:March 11,197
Person to contact:V.S.01sen
EP/ED:ID-1
contact Telephone Number:
206/AA2 5110WesternArtAhsociation
ELlensburg,WA 98926 0f 34f?7
3entlemen:
This modifies.our letter of the above date in which we stated thatyouwouldbetreatedasanorganizationwhichisnotaprivatefoundationuntiltheexpirationofyouradvancerulingperiod.,
Based on the information you submitted,we have determined that youarenotaprivatefoundationwithinthemeaningofsection509(a)of theInternal"Revenue Code because you are an organization of the type describedinsection509(a)(2).Your exempt status under section 501(c)(3)of thecodeisstillineffect.
Grantors and contributors may rely on this determination until theInternalRevenueServicepublishesnoticetothecontrary.However,agrantororacontributormaynotrelyonthisdeterminationifheor she wasinpartresponsiblefor,or was aware of,the act or failure to act thatresultedinyour.loss of section 309(a)(2)status,or acquiredknowledgethattheInternalRevenueServioshadgivennoticethatyouwouldberemovedžromclassificationasasootion509(al(21 organization.
Because this letter could help resolve any questions about your privatefoundationstatus,please keep it in your permanent records.
If you have any questions,please contact the person whose name andtelephonenumberareshownabove.
Sinoerely yours,
Michael SassiDistrictDirector
915 Second Avenue,seattle.Wash.98174 Form L--399 (Rev/-292-22 -Froo
l'J:I•l
2020 Volunteer Hours
500
Crawfore hrs
1650
Wise hrs
Schmidt 150
Smyth 50
Hospitality 60 hrs
Auction Staff 55 hrs
Art Movers 55
Greeters 40 hrs
Total Volunteer
Hours 2505
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1.Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum,Ellensburg,or Roslyn tourism
information as follows:
A.Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s).The logo must be displayed on the
contractor's home page,it must be sized no smaller than ½inch in height,and must be
surrounded by appropriate white space to allow easy recognition and legibility.Contractors
shall not change the logo(s)in color or appearance.
B.Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party
websites,streaming displays,etc.)must include the County's and appropriate City's tourism
website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded
by appropriate white space to allow easy recognition and legibility.Contractors shall not change
the logo(s)in color or appearance.
C.Video Advertising of all types (including but not limited to television,online,electronic kiosks,
motion billboards,etc.)must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate
white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in
color or appearance.
AII logos and website information may be obtained by contacting the Director of Tourism,Kittitas
County Chamber of Commerce.
Section 2.Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A.Print Advertising:
1.Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 100%of the cost,including any production costs.To
operate exclusively outside of Kittitas County,the provider must not be physically located in
the County and/or not distribute any media within the County.
2.Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County.Reimbursements will be allowed for the amount distributed
outside of Kittitas County,including any production costs.
B.Television Advertising:
1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100%of the cost,including any production cost.
2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of
the total cost,including any production costs.
C.Online Advertising:
1.Online advertising and promotion may be reimbursed at 100%of the cost,including any
production cost.
2.Streamed media (radio,television,other)requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County.Reimbursements will be allowed for the percentage distributed
outside of Kittitas County,including any production costs.
D.Direct Mail:
1.Direct mail advertising may be reimbursed at 100%of the cost,including any production
cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to
receive reimbursement,a list of the addresses and a signed statement from the contractor
that the list is accurate,or other proof of delivery,must be provided along with other
required documentation.
E.Flyers/Posters:
1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of
the cost,including any production cost.In order to receive reimbursement,a list of the
locations where flyers or posters were posted outside of Kittitas County,a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost,
including any production costs.In order to receive reimbursement,the banner cannot list a
specified date or location.Request can only be made one time.
3.Signage (site layout use only)which are placed inside of the venue/facility of the event may
be reimbursed at 100%of the cost,including any production costs.In order to receive
reimbursement,the signage cannot list specified date or location.Request can only be
made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and
Stage locations)
F.Radio Advertising·
1.Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100%of the cost,including any production cost.
2.Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production cost.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of
the total cost,including any production costs.
G.Operation Reimbursement:
1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list.Invoice provided must include notation of payment with proof
of payment.
2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 100%of cost.In order to receive reimbursement,a signed statement from the receiver
along with other required documentation.Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3.Items not eligible for reimbursement:
a.Salaries of employees
b.Capitol purchases-any item with 3+years life and over $5,000.
c.Licenses,permits,insurance,or credit card fees